NB: This is an unofficial translation. In the event of any discrepancies between the Swedish and the English versions, the original Swedish version (Yrkeshögskolan Novias instruktion) shall prevail.
Rules of Procedure of Novia University of Applied Sciences as of 31 May 2011
The Rules of Procedure have been approved by the Board of Novia University of Applied Sciences.
Chapter 1
General provisions
Section 1 Application
These Rules of Procedure include provisions on the operation, administration and decision- making pertaining to Novia University of Applied Sciences, hereafter referred to as the UAS. In addition to these Rules of Procedure, the operation of the UAS is regulated by the Polytechnics Act (351/2003, amendment 564/2009), the Polytechnics Decree (352/2003) as well as by directions issued by Ab Yrkeshögskolan vid Åbo Akademi (ABYHÅA), the organisation operating the UAS. Within the Degree Programmes in Maritime Studies, the International Convention on Standards of Training, Certification and Watchkeeping for Seafarers (STCW) shall be complied with.
In addition, the operation of the UAS is regulated by the UAS licence and by the valid performance agreement with the Ministry of Education and Culture.
Section 2
Mission of the UAS The mission of the UAS is
- to provide higher education for professional expert jobs based on the requirements of working life and its development, on scientific research and artistic principles
- to support the professional development of the individual
- to pursue applied research and development activities that benefit the education at a university of applied sciences, support working life and regional development as well as take the industrial structure of the region into account and engage in artistic activities
- to promote lifelong learning when carrying out the mission of the UAS.
In accordance with section 9 in the Polytechnics Act, the UAS is responsible for the quality and the continuous development of the education and the other activities provided by the UAS.
Chapter 2 Administration
Section 3
Internal administrative bodies
The internal administration of the UAS is, in accordance with Chapter 4 in the Polytechnics Act (351/2003), managed by the UAS Board and the Rector.
Section 4
Composition and term of office of the UAS Board
The UAS Board has twelve (12) members. The Rector chairs the Board. The Vice-Rector acts as the Rector’s substitute. In addition, other members of the Board are appointed as follows: two (2) representatives of other UAS leadership, two (2) representatives of full-time teachers, one (1) representative of other full-time staff and two (2) representatives of UAS degree students as well as four (4) representatives of industry and working life. Four personal substitutes are appointed for the representatives of industry and working life.
The representatives of other UAS leadership are appointed by the UAS Management Group. The representatives of full-time teachers and other full-time staff are appointed by elections in each group respectively. The representatives of industry and working life are appointed as follows:
Taking into account the fields of education provided by the UAS, the Rector proposes Board member candidates to the organization operating the UAS in such a way that two Board member candidates represent south-western Finland and two Board member candidates represent
Ostrobothnia. Also, the Rector proposes 4 personal substitutes for the representatives of industry and working life taking into account the same geographical division.
In accordance with the Polytechnics Act (351/2003, amendment 564/2009), the Board is appointed by the organization operating the UAS. The term of office is three (3) years with the exception of the student representatives who, in accordance with section 42a in the Polytechnics Act (351/2003), are appointed by the Student Body. The term of office of the student
representatives is two (2) years.
The appointment of the Board and the Board members representing full-time teachers and other full-time staff, specified in section 4, takes place by means of an election called by the Rector.
Section 5
Duties of the UAS Board
According to the Polytechnics Act (351/2003), the duty of the UAS Board is to develop the operations of the UAS. In addition, the Board shall
1) submit proposals for the operational and economic plan as well as the budget of the UAS to the organization operating the UAS
2) determine the grounds for allocating the appropriations granted to the UAS
3) submit proposals to the organization operating the UAS concerning changes in the educational mission
4) appoint other multi-member administrative bodies 5) adopt the degree regulations of the UAS
6) adopt regulations on the internal administration of the UAS, and
7) deliberate and resolve any other matters assigned to the Board, or matters which, by virtue of their nature, fall within the duties of the Board.
Other duties of the Board
The Board decides on the following matters regarding the UAS affairs unless these have been delegated to other administrative bodies or office holders. The Board
- decides on the general organization of the UAS - approves the curricula
- makes decisions regarding student admission criteria
- makes decisions regarding how student places allocated to the fields of education are to be divided between the degree programmes
- appoints collaborative bodies
- approves the regulations for the student financial aid committee and regulations for possible independent institutions
- approves, if necessary, other regulations for multi-member administrative bodies within the UAS
- appoints staff for the posts as Head of Student Affairs Office, Vice Director of CLLL, Head of Research and Development and Director of the Aronia Research and Development Institute - appoints permanent staff for the posts as Principal Lecturers
- puts forward proposals regarding the mission and vision of the UAS to the organization operating the UAS
- draws up and approves the mission statement and policy of the UAS on the basis of the mission and vision adopted by the organization operating the UAS
- authorizes a holder of an office to decide on matters falling within the decision-making competence of the Board.
The Head of Administration presents matters to the Board. The Rector may appoint other presenters.
Section 6
Rector, Vice-Rector and other senior management
The Rector leads the operations, the administration and the finances of the UAS and deals with and resolves matters relating to the internal administration of the UAS, unless otherwise
provided by an act, a decree or these Rules of Procedure. The Rector and the Chairman of the Board of Directors at Ab Yrkeshögskolan vid Åbo Akademi lead the performance agreement negotiations with the Ministry of Education and Culture as well as other negotiations that involve the whole UAS or several areas of responsibility within the UAS.
In the event that the Rector is prevented from undertaking his / her duties, or becomes unable to do so because of the likelihood of a conflict of interest, his / her first deputy is the Vice-Rector and his /her second deputy is the Head of Administration. The duties of the Vice-Rector which are determined by the Rector are described in section 14. The Vice-Rector is appointed or employed by the organisation operating the UAS for a term of five (5) years.
The other senior management including Deans, the Head of Administration and the Chief Financial Officer are appointed or employed by the organisation operating the UAS.
Section 7
Duties of the organisation operating the UAS
In accordance with the Polytechnic Act (351/2003) the organisation operating the UAS shall 1) decide on the strategic development of the UAS
2) decide on the operational and economic plan and budget of the UAS
3) decide on and appoint the total number of Board members and the number of members from the groups mentioned in section 4 above
4) decide on the number of Vice-Rectors 5) appoint or employ the Rector
6) approve the Rector’s job description
(7) make proposals to the Government regarding a change in the educational mission of the UAS
(8) appoint, if necessary, a delegation for the UAS as well as appoint or employ the Vice-Rector and other senior management.
Section 8
Student financial aid committee
The UAS has a student financial aid committee. The composition, term of office and duties of the committee are defined in the regulations of the student financial aid committee.
Section 9
Examination Board
The UAS has an Examination Board. The composition and term of office of the Examination Board are specified in section 20 in the Polytechnic Decree.
Section 10
The UAS Management Group
The UAS Management Group coordinates the activities within the UAS. The Rector acts as chair of the Management Group. The members are the Rector, the Vice-Rector, the Deans, the Vice- Director of CLL, the Head of Research and Development, the Head of Administration, the Chief Financial Officer, the Head of Communications and the Head of Quality Assurance. The
Management Group determines common guidelines and strategies for the operation of the UAS and assists in the preparation of matters for the Board and the Rector.
Section 11
The teaching staff
The Rector, the Vice-Rector, Deans and all full-time teachers constitute the teaching staff. The teaching staff is convened by the Rector, who also acts as chair. The teaching staff can be divided unit-wise so that the Dean and all full-time teachers at a unit make up the teaching staff at that specific unit. The Dean acts as chair and convener. The UAS teaching staffs shall, within their disciplines, discuss and coordinate their activities and take the initiative in developing the education and other activities at the UAS. Minutes are taken at the meetings of the teaching staff.
Section 12 Students
The UAS has a Student Body to which the full-time students of the UAS may belong. The Student Body may also admit other students at the UAS as members. The Student Body appoints student representatives for the UAS Board and other such multi-member bodies in accordance with the provisions in the UAS regulations as well as participates in other UAS activities. In addition, the Student Body shall function as a link between its members and promote the
members’ societal, social, intellectual and study-related ambitions and aspirations in connection with the students’ role in society. In addition, the UAS Student Body shall observe the provisions on student bodies issued under the Polytechnic Act 351/2003 and further provisions given by government decrees and directives. The regulations of the Student Body shall be approved by the Rector.
Chapter 3
Meeting procedures for the UAS Board, statutory committees and delegations
Section 13 Application
Stipulations regarding meeting procedures are given in a special regulation approved by the organization operating the UAS.
Chapter 4
Administrative structure and staff organization
Section 14
Administrative structure
The Rector is the chief executive officer of the UAS and has the overall responsibility for the activities and the administration of the UAS. The organizational plan of the UAS includes units providing education, the Research and Development Unit, the Aronia Research and
Development Institute and a central administration.
Administration
For the different support processes there is an administration comprising the Rector’s Office, the Finance Unit and the Student Affairs Office. Under the Rector’s Office there are the
International Unit, the Library and the IT Unit.
In cooperation with other UAS functions, the Rector’s Office plans, maintains and continuously develops the UAS processes for developing and coordinating education, research and
development, administration, quality- and environmental management, information, recruitment of students and international activities. The Rector’s Office is headed by the Rector. The
Rector’s Office also includes the Vice-Rector, the Head of Administration, the Head of Quality Assurance and the Head of Communications who all report to the Rector. Staff matters are handled by an Administrative Secretary who reports to the Head of Administration.
Environmental management work is coordinated by an Environmental Coordinator who reports to the Head of Quality Assurance. In addition, there is a Secretary to the Rector and other required personnel.
The International Unit is led by the Head of International Affairs who reports to the Rector.
The Library is headed by a Chief Librarian who reports to the Vice-Rector.
The Head of Information Technology is in charge of IT matters, computer networks and data communication systems. He/She reports to the Head of Administration.
The Finance Unit is in charge of financial administration. The Unit is headed by the Chief Financial Officer who reports to the Rector.
For the management of the UAS joint processes regarding student affairs and the study register, there is a Central Student Affairs Office with an Admissions Office that handles the joint application process and the preparation of decisions regarding student admission. The Central Student Affairs Office is led by a Head of Student Affairs who reports to the Rector.
Education
A Pedagogical Strategy Team, consisting of the Deans, coordinates educational issues including ICT (virtual learning environments) and pedagogical development within the UAS. One of the Deans acts as chair. Matters are presented to the Team by a Pedagogical Developer. The chair of the Pedagogical Strategy Team reports to the Rector.
The educational activities of the UAS are divided into units (campuses), which provide teaching for an education leading to a degree. The units are led by Deans who report to the Rector.
Detailed descriptions of the organization and the responsibilities of the units have been made.
Research and development
The research and development activities of the UAS fall within the remit of the Vice-Rector.
Research and Development (R&D)
The research and development activities of the UAS take place partly within the UAS’ own R&D focus areas and partly within the Aronia Research and Development Institute. The R&D activities are coordinated in an R&D Unit and are led by the Head of Research and Development who develops, coordinates and reports the R&D activities as a whole to the Vice-Rector.
The activities of an R&D focus area are headed by an R&D Director who, on the proposal of the Head of R&D and the Dean of the educational unit in question, is employed or appointed among the personnel by the Rector for a fixed term not exceeding five (5) years. The R&D activities are carried out in cooperation with the educational units in such a way that every R&D focus area is associated with at least one educational unit, and every educational unit has access to at least one R&D Director. The R&D Directors report to the Head of R&D.
The Aronia Research and Development Institute is responsible for coordinating, developing and conducting applied research and training that are organized jointly by Åbo Akademi University and the UAS. The Aronia Research and Development Institute is led by a Management Group and a Director. The UAS Board appoints the Director of Aronia after consultations with the Åbo Akademi University. The Director reports to the Head of R&D. The operation and organization of the Institute are described in more detail in separate regulations.
The Rector appoints the Director of the Aronia Research and Development Institute or one of the R&D Directors as Head of R&D for a fixed term not exceeding five (5) years.
Continuing education
Continuing education at Novia University of Applied Sciences is carried out within the Centre for Lifelong Learning at Åbo Akademi University and Novia University of Applied Sciences. A Vice Director at the Centre is in charge of the UAS-oriented continuing education. The
administration of the Centre is described in a separate regulation.
Continuing education is conducted within continuing educational programmes that encompass the entire UAS. A continuing educational programme is led by a continuing educational planner.
The continuing education is carried out in cooperation with the educational units in such a way that every continuing educational programme is associated with at least one educational unit and every educational unit has access to at least one continuing educational planner.
Organization and responsibilities
The organization of the UAS and the units is described in more detail in the UAS manual and responsibilities are defined in the job descriptions. The job descriptions include specifications
regarding the position of office holders and employees in the organization, qualification requirements, substitutes, responsibilities, assignments and powers. Job descriptions are approved by the immediate superiors.
Section 15
Qualification requirements for personnel
Qualification requirements for the Rector and teachers are regulated by the Polytechnics Act (351/2003) and by the Polytechnics Decree (352/2003). The qualification requirements for the Vice-Rector are the same as for the Rector. Qualification requirements for other members of the UAS Management Group are determined in these Rules of Procedure and for others in the job descriptions.
Section 16
Heads of Units providing coordinating and supporting functions
Heads of Units other than educational units lead the activities and finances of the unit in
question. Qualification requirements for Heads of Units and Management Group members are a suitable university degree and sufficient work experience in the field relevant to the task.
The duties of the Heads of Units are to conduct, develop and monitor the activities of the units in question.
Section 17
Deans of educational units
Every educational unit within the UAS is run by a Dean. The Dean is in charge of the unit’s activities and finances. The qualification requirements for Deans are an appropriate Master’s degree and sufficient work experience in the relevant field. The Dean is appointed for a term not exceeding five (5) years.
The Dean is to run, develop and supervise the activities within the unit in question.
The Dean’s responsibilities regarding staff administration and premises can be delegated to Heads of Departments.
Heads of Departments and their substitutes are appointed by the Dean of the unit in question for a fixed term not exceeding three (3) years.
Deans lacking teacher training shall within three years after their appointment complete a 60- credit teacher training programme.
Section 18
Heads of Degree Programmes
Every degree programme has a Head of Programme, appointed among the teachers. The Head of a Degree Programme is responsible for running and developing the programme, for liaising with
working life representatives within the programme discipline as well as for monitoring the progress of the students.
Heads of Degree Programmes and their substitutes are appointed by the Dean of the unit in question for a fixed term not exceeding three (3) years.
A Head of Degree Programme may delegate his / her duties to a Head of Specialization
Alternative. Heads of Specialization Alternatives are appointed by the Dean for a fixed term not exceeding that of the Head of Degree Programme.
Section 19
Teaching personnel
In the different educational units of the UAS, there are posts for Principal Lecturers and posts for Senior Lecturers. The qualification requirements for teachers are prescribed in current legislation on universities of applied sciences. The UAS may also have Lecturers employed on a full-time or a part-time basis. The qualification requirements for Lecturers are identical to those of Principal Lecturers and Senior Lecturers. In addition, the UAS may employ Lecturers who possess special expertise. The duties of fully employed teachers are described in the Polytechnics Decree 15.5.2003/352, section 24:
All teachers and research personnel at the UAS are to comply with the overall pedagogical strategy of the UAS.
In addition to teaching and tutoring tasks and other duties related to them, the duties of a fully employed teacher are to
1) develop teaching in his / her own field taking into account the development of working life 2) participate in the development of curricula and in the management of student admissions
3) manage tasks related to research and development work in accordance with decisions made by the UAS
4) participate in training prescribed by the UAS to maintain and develop professional skills and to familiarize himself / herself with working life, as well as
5) perform duties arising from membership in the UAS administrative bodies and other duties incumbent on the teacher or duties assigned to him / her.
Principal Lecturers and Senior Lecturers who lack teacher training education at the time of being appointed to their post shall, within three years after being appointed, complete a 60-credit teacher training programme.
Section 20
Duties of Senior Lecturers
The duties of Senior Lecturers are described in existing legislation on universities of applied sciences. See section 19 above.
Section 21
Duties of Principal Lecturers
The duties of Principal Lecturers are described in existing legislation on universities of applied sciences. In addition, Principal Lecturers are responsible for teaching within fields that require in-depth expert knowledge as well as for conducting research and development work. A Principal Lecturer also functions as head of a certain academic discipline, a degree programme or a specialization alternative. Principal Lecturers, particularly if teaching professional subjects, create a functioning network with working life. The networks facilitate student thesis work, other project work as well as the Principal Lecturer’s own development.
Section 22
Laboratory and Workshop Managers
Practical hands-on teaching and training are done in laboratories and workshops which are headed by Laboratory and Workshop Managers.
The Laboratory and Workshop Managers are appointed by the Dean at the educational unit in question for a fixed term not exceeding five (5) years.
The duty of a Laboratory Manager / Workshop Manager is to lead the activities and the development of the laboratory / workshop in accordance with requirements set by teaching.
Section 23 Other personnel
Within the university there are also other personnel for whom specific job descriptions are made.
Section 24
Cooperation between employer and employees
The organization operating the UAS decides on the arrangement of the cooperation between the employer and the employees and on the organization of occupational safety and health in accordance with existing legislation.
Section 25
Power of decision in the selection of staff members
The staff are employed by the UAS and decisions regarding where an employee is to be placed can, if necessary, be made when the new staff member is hired.
Decisions regarding the employment of permanent staff are made as follows:
Board / ABYHÅA Rector / President
Vice-Rector
Deans
Head of Administration Chief Financial Officer
Board / UAS Vice Director of CLL
Head of Student Affairs
Head of Research and Development Principal Lecturers
Director of Aronia Research and Development Institute
Rector Senior Lecturers
Full-time lecturers employed on a permanent basis and other permanent personnel in managerial positions within the educational units
R & D Directors
Head of Information Technology Chief Librarian
Head of International Affairs Head of Quality Assurance Head of Communications and other personnel
The Head of Administration acts as presenter of staff appointment matters in which the Rector has the decision-making power.
Deans Full-time and part-time Lecturers for a term not
exceeding one year, as well as Lecturers
Decisions regarding the temporary employment of staff
Rector Staff employed on a permanent basis by the Board for a term not exceeding one year
Member of the Management Group
Vice Director of CLL Staff employed on a permanent basis by the Rector for a term not exceeding one year
Section 26
Power of decision in other staff matters
Decisions regarding salary issues are made by the Rector under the current collective bargaining agreements and payment-setting directives. The Head of Administration functions as presenter in these matters. The preparatory salary setting work is done as follows:
Head of Administration Staff whose appointment is decided by the Board or the Rector
Staff within the area of responsibility of the Head of Administration
Chief Financial Officer Staff within the area of responsibility of the Chief Financial Officer
Deans Staff within the area of responsibility of the Deans
Head of Student Affairs Staff within the area of responsibility of the Head of Student Affairs
Annual holidays and leaves of absence are granted as follows:
ABYHÅA Board Rector / President
Rector / President Vice-Rector
Dean
Head of Administration Chief Financial Officer
Head of Administration Head of Student Affairs, Chief Librarian, Head of Information Technology and staff at the Rector’s office
Chief Financial Officer Staff within the area of responsibility of the Chief Financial Officer
Head of Research and Development Staff within the area of responsibility of the Head of R&D
Head of Student Affairs Staff within the area of responsibility of the Head of Student Affairs
Deans Teaching staff and other staff within the educational unit
Chief Librarian Staff within the area of responsibility of the Chief Librarian
Head of Information Technology Staff within the area of responsibility of the Head of Information Technology
Decisions regarding leaves of absence which exceed one year and which are subject to approval as well as decisions regarding salary issues not regulated by the current bargaining agreement shall, during leaves of absence, be made by the appointing body.
Secondary employments
Secondary employment permits are issued by the Head of Administration.
Registrations of secondary employments and applications for the right to have a secondary employment are addressed to the Head of Administration (previously to the Rector / President).
The Dean or the Head of Unit shall give his / her opinion on the matter.
Other staff matters come under the provisions of the Limited Liability Companies Act ─ Finland, the Employment Contracts Act and the Rules of Procedure given by the organization operating the UAS.
Section 27 Vacancies
Vacant positions are posted for recruitment by the appointing body.
Section 28
Employment terminations, resignations and lay-offs
Decisions regarding employment terminations, resignations and lay-offs are made by the appointing body.
Chapter 5
Miscellaneous provisions
Section 29
The UAS signature and the signing of documents
Contracts and agreements that are made on behalf of the UAS and which are not the
responsibility of the organization operating the UAS are signed by the Rector and, if necessary, countersigned by the Head of Administration or the Dean / Head of Unit in question unless other individuals have been authorized by the Board.
The decisions of the Board are signed by the Rector.
The chairperson or the minute-taker of a body may also on his / her own, within limits determined by the body, sign documents that are based on a decision made by the body.
Extracts from or copies of documents in the possession of the Board may be certified by the minute-taker.
Draft documents are signed by the person drafting the matter.
Section 30
Academic calendar
The Board makes decisions regarding the academic calendar of the UAS.
Section 31 Entry into force
These Rules of Procedure shall enter into force on 31 May 2011.
